Policy Manual

2.05 Meeting Room Policy

The library provides public meeting rooms as one of its services. The library supports a policy of fair use:

The following rooms are available for public use:

Conference rooms:

Temple Fork room: Capacity: 8

Old Juniper room: Capacity: 15

Large meeting rooms:

Old Ephraim room: Capacity: 50 (Access to kitchen)

Jim Bridger room: Capacity: 70

Reservations:

Reservations must be submitted in writing (either online or hard copy) a minimum of 24 hours in advance. Reservations cannot be made more than 180 days in advance.

FORM:

Time(s) requested

Date(s) requested

Name of Organization

Contact person

Contact information

Payment of rental fees

Room requested

Number of participants

Subject to prior reservation, meeting rooms shall be available without charge for public meetings of educational, cultural and civic groups. Admission to these meetings may not be subject to charges of any kind, nor attendance limited by the sponsoring group's rules or regulations of membership.

Formal and informal groups, family groups, political organizations, unions, businesses, religious groups, may reserve meeting rooms to conduct meetings, special events, commercially sponsored events, or activities subject to a rental fee and the rules of the library. If a question arises concerning the status of an organization, the library director will make the final decision in accordance with the general intent of this policy.

Rules:

Meeting rooms are available only during regular library hours.

Food is not allowed in conference rooms.

Food is allowed in the large meeting rooms.

The large meeting rooms are available by reservation only.

The Library does not set up rooms for meetings or activities.

The Archives room is reserved for library related meetings only.

Fees:

$10.00 per hour shall be charged for the small conference rooms.

$20.00 per hour shall be charged for the large meeting rooms.

$10.00 per hour shall be charged for use of the kitchen.

Fees must be paid in advance. There are no refunds.

Reservation times for all rooms will include set up and clean up time.

The library will bill the user, above the normal fee, for wear and damage beyond reasonable usage of the facilities and furnishings and may revoke future meeting room privileges.

Equipment:

Temple Fork room: Table and chairs.

Old Juniper room: Table and chairs.

Old Ephraim room: Folding tables and chairs.

Jim Bridger room: Folding tables and chairs, piano, podium.

Regular, repetitive use by entities that are substituting this site for commercial areas in the community shall be discouraged.

Permission to use the meeting rooms shall be denied any group whose purposes or actions are illegal or whose conduct interferes with the activities of the library.

Use of the meeting room does not constitute endorsement by the library of points of view or subject matter presented by room users. No advertisement or announcement implying such endorsement shall be permitted.

The library is not responsible for loss or damage to materials belonging to individuals or groups using the meeting rooms.

The library reserves the right to waive normal fees, if deemed appropriate within the intent of this policy, at the discretion of the library director.